Getting Started

Everything you need to know to log in and navigate the portal for the first time.

What Is the Staff Portal?

The Mint Vision Optique Staff Portal is a web-based practice management system built exclusively for Mint Vision staff. It replaces several disconnected tools your team used previously:

Accessing the Portal

Open Google Chrome (required — other browsers are not supported for all features) and navigate to the portal URL provided by your manager. The portal is accessible from any device with an internet connection — desktop, laptop, or tablet.

Logging In

On the login screen, enter your email address and password provided by your manager. Click Sign In.

• Your session stays active for 7 days. You will be automatically logged out after 7 days of inactivity.
• If you forget your password, contact your manager — they can reset it from the Settings page.
• There is no self-service password reset link available to patients (patients do not have accounts).

The Sidebar — Main Navigation

After logging in, you will see a dark left panel — this is the sidebar. It is present on every page and is your primary way of navigating the portal.

Notifications Bell

In the top-right corner of every page, you will see a bell icon. When you have unread notifications, a red dot with a count appears. Click the bell to open a dropdown showing your recent notifications. The bell refreshes automatically every 30 seconds — you do not need to reload the page.

Signing Out

Click the Sign Out button at the very bottom of the sidebar. Always sign out when leaving a shared computer or at the end of your shift.

Dashboard

The dashboard is your daily command center — it shows key performance metrics, urgent alerts, and recent activity at a glance.

2.1 This Month Scoreboard

At the very top of the dashboard, you will see three large numbers for the current calendar month:

Below the numbers, a Monthly Goal progress bar shows how close you are to hitting the monthly revenue target. The bar fills with green as revenue grows; the percentage complete is shown to the right.

2.2 Money on the Table

This section only appears when there are open opportunities — things your team should follow up on today. Think of it as an automatic to-do list generated from your data.

Deposit Taken — Not Picked Up

Any order where a deposit was collected but the patient has not yet come in to pick up their glasses. These orders are marked READY and should be followed up on. Click any row to open the order directly.

Exams Without Purchase

Patients who had an exam but did not purchase frames or lenses. Grouped into three time buckets:

• 0–30 days — Freshest leads. A friendly follow-up call may be enough.
• 31–60 days — Getting colder. Consider a promotion or personal outreach.
• 61–90 days — Approaching 3 months. Last chance before they go elsewhere.

Due for Recall

Patients whose last exam was 1 to 2 years ago — they are due for their annual or biennial checkup. This list drives your recall outreach campaign.

Contact Lens Drop-offs

Contact lens patients who have had no contact lens order in 90+ days. These patients may be purchasing CL supplies elsewhere and represent a revenue recovery opportunity.

2.3 Conversion Metrics

Two critical ratios appear as large cards with color-coded status:

When a metric is red, it means the store is underperforming in that area this month. Review with your manager and discuss what's driving the gap.

2.4 Owner / Manager View (Admin Role Only)

Staff with the Admin role see an additional section below the conversion metrics with deeper business intelligence:

Revenue Growth

• Month-over-Month (MoM): This month vs. last month, with a trend arrow (↑ or ↓)
• Year-over-Year (YoY): This month vs. same month last year

Revenue by Category (YTD)

A horizontal bar chart showing year-to-date revenue split across five categories:

• Glasses
• Contacts
• Sunglasses
• Accessories
• Exam Only

Fulfillment Speed

Average number of days from order creation to patient pickup. A lower number means faster turnaround and better patient experience. The benchmark is typically 10–14 days for lab orders.

2.5 Recent Orders Strip

At the bottom of the dashboard is a row of the 6 most recently created orders. Each card shows the customer name, order number, status badge, and the order total. Click any card to jump directly to that order's detail page.

Customers

The Customers section is your full patient database — every person who has ever visited, called, or been sent a form by Mint Vision.

3.1 Customer List

Search

The search bar at the top accepts name, email address, or phone number. Results update as you type. Phone search works with partial numbers (e.g., searching "6476" will show any customer whose phone contains those digits).

Lifecycle Tabs

Seven filter tabs appear below the search bar to quickly segment your customer base:

Table Columns

The list shows 25 customers per page. Use the pagination controls at the bottom to navigate between pages.

3.2 Lifecycle Definitions

Understanding lifecycle stages helps you prioritize outreach and identify revenue opportunities. These are calculated automatically based on purchase history.

3.3 Customer Detail Page

Clicking on any customer's name opens their full profile. This is the single source of truth for everything about a patient.

Alert Banners (Top of Page)

Up to four alert banners may appear at the top of the customer detail page:

• Exam Only  This patient has had exams but no frame/lens purchases — conversion opportunity. Recommend second-pair or sunglasses.
• Under 21  Patients under 21 have growing eyes — their PD measurement may be outdated. Verify before ordering.
• Outstanding Balance  The patient owes money. The amount is shown. Collect before releasing new orders.
• Insurance Eligible Soon  Their insurance benefits renew within the next 30 days — great time to schedule an appointment.

Left Column — Contact & Insurance

Contact Card

• Phone, email, date of birth (age calculated automatically)
• City / Province
• Family group (linked family members share records)
• Occupation
• Referral source (how they heard about Mint Vision)

Insurance Card

• Insurance provider name
• Policy / Member number
• Last claim date
• Next eligible date (when benefits reset)

Store Credits Card

Shows any store credit balance available for this customer. Staff with appropriate permissions can add credits and set expiry dates.

Notes

A yellow sticky-note style area for free-form staff notes. Visible to all staff. Example uses: "prefers to be called Bob", "allergic to nickel frames", "always asks for Dr. Sharma".

Tags

Colorful pill-shaped labels for quick categorization (e.g., VIP, Contact Lens Patient, Referred: Dr. Chen). Click to add or remove tags.

Right Column — Clinical & Transaction History

Lifecycle & Journey

A summary card showing: Lifetime Value, Average Order Value, Completed Orders count, Total Orders count, first purchase date, and most recent purchase date.

Prescriptions

Shows all prescriptions on file, separated into two categories:

• Our Rx  Prescriptions recorded directly in the portal (from an in-store exam).
• External Rx  Prescriptions brought in from an outside doctor.

Each prescription row shows: OD and OS values for Sphere (Sph), Cylinder (Cyl), Axis, Add (for bifocals/progressives), and PD (pupillary distance).

Add External Prescription

An expandable section with two options:

• Manual entry — type in the Rx values field by field.
• AI OCR — upload a photo of the Rx slip. The system reads the values automatically using AI and pre-fills the form for you to verify.

Medical History

An inline-editable form for health conditions relevant to vision care (e.g., diabetes, glaucoma, dry eye, medication list). Click any field to edit directly — no separate "edit mode" required.

Orders

All orders associated with this customer, listed in reverse chronological order. Each row shows the order number (clickable), status badge, date, and total.

Forms & Documents

All digital forms sent to or completed by this patient. Status badges:

3.4 Creating a New Customer

Click the "New Customer" button in the top-right corner of the Customers list page.

Required fields are marked with an asterisk. Fill in at minimum:

• First Name and Last Name
• Phone number (digits only — no spaces, dashes, or brackets)

Optional but recommended fields: email address, date of birth, city/province, insurance details, referral source, initial notes, and tags.

3.5 Editing a Customer

On any customer's detail page, click the "Edit" button to open the same form, pre-filled with current values. Make your changes and click "Save Changes".

3.5 Scan Rx — Digitise a Physical Prescription

Scan Rx is a dedicated workflow for digitising paper prescriptions that patients bring in from an outside doctor. It combines patient lookup, quick patient creation, and AI-powered OCR into a single focused page — without needing to navigate to a customer profile first.

Access it from the sidebar: Customers → Scan Rx.

Step 1 — Find or create the patient

• Type the patient's name, phone number, or email in the search box. Results appear as you type.
• Click a result to select the patient and move to Step 2.
• If the patient is new, click "New patient — quick create" to open a mini form. Enter first name, last name, and optionally phone and email, then click "Create Patient & Continue".

Step 2 — Scan the Rx

• The selected patient is shown at the top. Click "Change" to go back.
• Tap the upload area to take a photo with the device camera or choose an image from the camera roll.
• Click "Transcribe with AI" — Claude AI reads the prescription and pre-fills OD, OS, and PD fields.
• Review and correct values, fill in doctor name, licence number, and Rx date.
• Click "Confirm & Save Prescription". The original scan is uploaded to secure cloud storage and the prescription is saved to the patient's record.

Step 3 — Done

Choose "Scan another" to digitise the next Rx, or "View patient" to go to the patient's profile.

Viewing saved scans

On the customer detail page, external Rx rows show a "View scan" link that opens the stored image in a new tab.

Orders

Orders are the core transaction record — from the moment a patient commits to buying, through lab ordering and pickup. This section covers every stage of the order lifecycle.

4.1 Order Status Flow

Every order moves through a defined sequence of statuses. Understanding these stages is essential for day-to-day operations.

Orders can be CANCELLED from any active stage.

4.2 Fulfillment Board (Kanban)

The Fulfillment Board is the default view when you click "Orders" in the sidebar. It gives a visual overview of all active orders organized by status in a Kanban (column) layout — exactly like a whiteboard with sticky notes.

Reading the Board

• Each column represents one order status.
• Each card represents one order. Cards show: customer name, order number, frame brand & model, due date, and balance remaining.
• Cards with a red due date are overdue.
• Completed statuses (Picked Up, Cancelled) are not shown on the board — they are only visible in the All Orders list.

Drag and Drop

You can drag an order card from one column to the next to advance its status. For example, drag from CONFIRMED to LAB ORDERED when you've submitted the work order to the lab.

Switching to List View

Click the "List View" button (top-right of the board) to switch from the Kanban layout to a searchable table of all orders. Click "Board View" to return.

Creating a New Order from the Board

Click the "New Order" button (top-right) to launch the 7-step order creation wizard.

4.3 All Orders (List View)

The All Orders link in the sidebar sidebar (under Orders) takes you to a searchable, filterable table of every order ever created — including completed and cancelled ones.

4.4 Creating a New Order — 7-Step Wizard

Clicking "New Order" launches a guided wizard. Work through each step in sequence. You can navigate back to previous steps to correct information before confirming.

4.5 Order Detail Page

Clicking any order number opens the full order detail. This is where you manage the order throughout its lifecycle.

Header Bar

• Order number (e.g., #1042) and status badge
• Created date and assigned staff member
• Invoice button — top right. A green ✓ checkmark appears next to it if an invoice has already been issued.
• Work Order button — opens the print-ready work order for the lab.

Status Advance Button

A prominently placed action button at the top of the page advances the order to the next status. The button label changes depending on current status:

Left Column

• Customer — linked to customer detail page
• Frame & Lens details — brand, model, colour, lens type, coatings
• Insurance — plan and claim reference if applicable
• Internal Notes — visible only to staff (not on invoice or work order)
• Lab Notes — notes printed on the work order sent to the lab

Right Column

• Items table — all line items with quantity, unit price, and line total. Shows total at bottom.
• Deposit Paid — amount collected at time of order
• Balance Due — total minus deposit (what patient owes at pickup)
• Payments history — every payment recorded on this order, with date and method
• Status History — a timeline of every status change with timestamp and staff name

4.6 Pickup Complete Modal

When you click "Mark Picked Up", a modal dialog appears before the status changes. This ensures you capture important follow-up actions at the point of dispensing:

• Review Request — Did the patient agree to leave a Google / Facebook review? Toggle on to record this.
• Referral Campaign — Did the patient opt in to refer a friend? Toggle on if yes.
• Low-Value Flag — Was this a difficult or low-margin dispensing? Flag it for manager awareness.

Click "Complete Pickup" to finalize. The order moves to PICKED UP status.

4.7 Work Order

Click the "Work Order" button on any order detail page to open the printable work order in a new tab. This document is formatted specifically for the lab.

The work order includes:

• Centered "MINTVISION" header with date and order number
• Patient name, phone, and email in bordered boxes
• Prescription grid: OD and OS × Sphere / Cylinder / Axis / Add / PD
• Frame details: brand, model, colour, and measurements
• Lens specifications: type, index, coatings
• Lab notes (from the Internal Notes field)

Use Chrome's built-in print function (Cmd+P on Mac, Ctrl+P on Windows) to print or save as PDF.

Invoices

The portal generates professional customer invoices that can be printed or emailed. The dual-invoice system lets you maintain separate customer-facing and internal pricing.

5.1 Invoices List

Navigate to Invoices in the sidebar (under Orders). This page lists all invoices that have been formally issued.

5.2 Invoice View & Print

The invoice view is a clean, professional document formatted for customer presentation. It includes:

• Mint Vision Optique header with address and contact info
• Invoice number and date issued
• Patient name and address
• Line items: description, quantity, unit price, total per line
• Subtotal, applicable tax, and Grand Total
• Deposit Paid and Balance Due (in bold)
• Payment terms and any invoice notes

Issuing an Invoice

From the Order Detail page, click the "Invoice" button. On the invoice view, click "Issue Invoice" to formally record the invoice in the database. A green ✓ will appear on the order detail page confirming it has been issued.

If you need to re-generate the invoice (e.g., after a price correction), click "Re-Issue Invoice". This creates an updated invoice record.

5.3 The Dual Invoice System

When an order uses dual-invoice pricing (two price columns: Customer Price and Real Price), two versions of the invoice exist:

Forms

The Forms system replaces paper intake sheets with digital forms patients can fill out on their phone before their appointment — or on a tablet in-store.

6.1 Forms Hub

Click Forms in the sidebar to open the Forms Hub. You'll see three tabs: Pending / Completed / Intake Packages.

The Four Form Templates

6.2 Sending a Form to a Patient

To send an individual form:

1. From the Forms Hub, select a template (e.g., "New Patient Registration").
2. Search for and select the customer to associate with the form.
3. Click "Generate Link". A unique, one-time URL is created.
4. Copy the link and send it to the patient via text message, email, or display it as a QR code.
5. The form status appears as Pending in the Forms Hub.
6. When the patient submits, status updates to Completed and you receive a notification.

6.3 Intake Packages (New Patient Onboarding)

An Intake Package bundles all three essential new patient forms into a single link:

1. New Patient Registration
2. Privacy & Consent (HIPAA)
3. Insurance Verification

The patient completes all three in sequence — when they finish one, they are automatically redirected to the next. After all three are done:

• A customer record is automatically created (or updated) in the database using the information from the New Patient form.
• The customer's isOnboarded flag is set, marking them as fully registered.
• You receive an INTAKE_COMPLETED notification.

6.4 In-Person Kiosk Mode

For patients without smartphones or who prefer to fill out forms in-store, open the form link on a store tablet. The form is designed for touch interaction:

• Large, tap-friendly input fields
• A canvas signature pad for patients to sign directly on the screen using their finger or a stylus
• No staff login required on the kiosk device

6.5 Reviewing Completed Forms

When a patient submits their intake forms, you will receive a notification. To review the submission:

1. Go to Forms → Completed tab (or Intake Packages tab).
2. Click on the completed intake package.
3. The review page shows all submitted information: demographics, medical history, insurance details, and the patient's signature.
4. Click "Apply to PMS" to pull the patient's submitted data into their customer record in the portal.

6.6 Public Form Page

The public form URL (format: /f/[unique-token]) is the page patients see when they open the link. It:

• Requires no login
• Displays the form template with all input fields
• Includes a canvas signature area at the bottom
• Shows a branded "Thank You" success page after submission

Links expire after the form is submitted — a patient cannot submit the same link twice.

Inventory

The Inventory section lets you track every frame in stock, manage vendors, create purchase orders, and analyze inventory health — all in one place.

7.1 All Frames Browser

Click All Frames in the sidebar to open the inventory browser. A stats bar across the top shows a live snapshot:

Filters

Use the filter panel to narrow down the frame list:

Table Columns

7.2 Frame Detail Page

Click any frame row to open its full detail page.

Frame Information

• Brand, Model, Colour, UPC (barcode), SKU
• Category (Optical/Sun/etc.), Gender, Style Tags
• Vendor (linked to vendor record)

Pricing

• Retail Price — what you charge patients
• Wholesale Cost — what you paid the vendor per unit
• Landed Cost — wholesale cost plus any shipping/duties

Stock

• Quantity On Hand — physical count
• Committed Qty — units reserved for open orders
• On Order Qty — units expected from open POs
• Reorder Point — stock level that triggers a low-stock alert

Inventory Ledger

A full history of all stock movements for this frame: initial stock entry, adjustments, sales (debits), and receipts from purchase orders (credits). Each entry shows the date, movement type, quantity change, and resulting balance.

7.3 Adding a New Frame to Inventory

Click "New Item" on the All Frames page. Fill in the frame details form:

• Required: Brand, Model, SKU, Category, Gender
• Recommended: Colour, UPC, Vendor (select from vendor list), Retail Price, Wholesale Cost, Landed Cost, Reorder Point
• Initial Stock Qty: Enter the number of units you are adding. This creates the first ledger entry.

7.4 Vendors

Navigate to Vendors in the sidebar (under Inventory). This is your supplier contact book.

Vendor List

Shows all suppliers with their contact information and the number of inventory items sourced from each.

Creating / Editing a Vendor

Click "New Vendor" (or "Edit" on an existing vendor). Fields:

• Company Name
• Contact Person name
• Email address
• Phone number
• Notes (payment terms, ordering instructions, rep name, etc.)

7.5 Purchase Orders

Click Purchase Orders in the sidebar to manage all orders placed with vendors.

Purchase Order Status Flow

PO List Tabs

• All — every purchase order ever created
• Open — Draft, Sent, Confirmed, or Partial (not yet fully received)
• Received — fully received POs
• Cancelled — cancelled POs

Creating a Purchase Order

1. Click "New PO".
2. Select the Vendor from the dropdown.
3. Set the expected delivery date.
4. Add line items: search for inventory frames, enter the quantity ordered and the unit cost negotiated with the vendor.
5. Click "Save as Draft" to save without sending, or "Send to Vendor" to mark it as Sent.

Receiving a Purchase Order

When inventory arrives from a vendor:

1. Open the PO and click "Receive Items".
2. For each line item, enter the quantity actually received (may differ from what was ordered).
3. Click "Confirm Receipt".
4. The system automatically updates stock quantities in inventory and creates ledger entries for each item received.
5. If all items are received → status becomes Received. If only some → status becomes Partial.

7.6 Inventory Analytics

Click Analytics in the sidebar. This page gives you a health report on your entire inventory.

Summary Stats

Dead Stock & Aging Report

Frames that have had no sales in 6 or more months. Sorted by days idle (longest first).

Recommended actions by age:

• Monitor — 6–9 months idle
• 10% off — 9–12 months idle
• 25% off — 12–18 months idle
• 40% off — 18–24 months idle
• Discontinue — 24+ months idle

Best Sellers (Top 10)

The 10 frames with the highest unit sales over the selected period. Shows frame name, units sold, and total revenue generated.

Worst Sellers

Frames with zero sales that have been in stock for 90+ days. Shows days in stock, value at cost, and a recommended action.

ABC Analysis

ABC analysis categorizes each frame by its contribution to total revenue:

The system shows both the computed ABC category (based on actual sales) and the currently assigned category on each frame record. If they differ, consider updating the frame's category to reflect current performance.

Notifications

The notification system keeps you informed of important events as they happen — without needing to refresh or check multiple screens.

8.1 The Notification Bell

The bell icon appears in the top-right corner of every page in the portal. When you have unread notifications:

• A red dot with a count badge appears over the bell.
• Clicking the bell opens a dropdown popover showing your most recent notifications (up to ~20).
• The bell automatically refreshes every 30 seconds — no page reload needed.
• Clicking a notification in the list marks it as read and may navigate you to the relevant page.

8.2 Notification Types

8.3 Configuring Your Notifications

Each staff member can control which notification types they receive. Go to Settings → Notification Preferences.

Each notification type has an on/off toggle. Turning a type off means you will stop receiving that type of notification entirely.

Settings

The Settings page lets you manage your personal account and notification preferences. Some system-level settings are visible here but are read-only for non-admin staff.

9.1 Account

Displays your current account details:

• Display Name — how your name appears throughout the portal
• Email Address — your login email
• Role — either Staff or Admin

To change your name or email, contact your manager. These fields cannot be self-edited.

9.2 Change Password

To update your password:

1. Enter your current password in the first field.
2. Enter your new password in the second field.
3. Re-enter the new password in the confirmation field.
4. Click "Update Password".

9.3 System Settings (Read-Only)

This card displays store-wide configuration values. These are set by the system administrator and cannot be changed from this page:

• Business Name — appears on invoices and work orders
• Tax Rate — applied to invoices
• Invoice Notes — default notes printed on all customer invoices (e.g., "Thank you for choosing Mint Vision!")

9.4 Notification Preferences

A list of all notification types with on/off toggles. Changes save immediately — no need to click a "Save" button. See Section 8.3 for recommended settings by role.

Quick Reference

Tear out this section and keep it at your workstation. Everything you need at a glance.

10.1 Order Status Cheat Sheet

10.2 Customer Lifecycle Quick Reference

10.3 Common Tasks — Step by Step

10.4 Keyboard & Navigation Tips

10.5 Who to Call for Help